REQUEST FOR QUALIFICATIONS (RFQ) – Professional Graphic Design Services

Date Issued: December 3, 2013 Response Due Date: Extended to February 28, 2014 by 4:00 p.m. Contact:

Send Statements of Qualifications to: Rebecca Calija, NG – Graphic Design Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA 95202

Questions:

Questions may be directed to Nicole Gorham at 209-235-0582 or by email at [email protected]. The RFQ is available online at www.sjcog.org/rfp.

Project Overview The San Joaquin Council of Governments (SJCOG) intends to establish a pool of graphic design professionals that can be contracted with “as needed” for a variety of graphic and design services. Project may include, but not be limited to: brochures, flyers, postcards, public outreach materials, logo design, info graphics, web design, photo imaging, document layout, print coordination, and general design consultation. The projects may be for SJCOG or programs managed by SJCOG, such as Commute Connection, Measure K, and the SJCOG, Inc. SJCOG is a joint-powers authority comprised of the County of San Joaquin and the cities of Stockton, Lodi, Manteca, Tracy, Ripon, Escalon, and Lathrop. SJCOG serves as the regional transportation planning agency, which provides a forum for regional decision-making on issues such as growth, transportation, environmental management, housing, open space, air quality, fiscal management, and economic development. SJCOG also takes a look at population statistics, airport land use, habitat and open space planning, and other regional issues. SJCOG is overseen by a Board of Directors which makes allocations of funding to build transportation improvements. The Board also establishes regional transportation policies and programs. More information can be found at www.sjcog.org. The Commute Connection program is a tri-county effort serving commuters and employers throughout San Joaquin, Stanislaus and Merced Counties. The goal of the program is to improve air quality and roadway operations by promoting sustainable transportation alternatives to driving alone, such as carpooling, vanpooling, riding transit, biking, and walking. Commute Connection provides free services for commuters such as a ridematching system and an Emergency Ride Home program, and works directly with employers to create custom rideshare solutions. In addition, the program is responsible for two major event campaigns each year, Bike to Work Week in May, and Rideshare Week in October. SJCOG, Inc. manages San Joaquin County’s habitat conservation plan and provides balance between the need to accommodate development and the need to protect listed and endangered species. Qualifications Preference will be given to design firms that possess the following professional qualifications: For print publication, signage, display, packaging, logo and other electronic and non-electronic tasks:  Ability to demonstrate significant proficiency in the use of the following: Adobe Creative Suite (Photoshop, Illustrator, InDesign, and Acrobat); Microsoft Office Suite (Word, PowerPoint); Quark Xpress, digital map making, and other graphic programs and prepress technologies  Have experience with newsletters, brochures, annual reports, and the like, and be able to show current samples of high-quality printed publications using high-quality photos and illustrations

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Have experience with creation and placement of media advertisements Have a thorough grasp of typography Have experience in selecting and directing photographers, illustrators and other talent and knowledge of papers Have experience in selecting printers and press-checking Have high-speed access to the Internet with the ability to easily send and receive Quark, In Design, Photoshop and Illustrator files electronically Ability to create info graphics

For web/electronic media tasks:  Have experience with current web design and production programs, and in designing, programming, and producing large, dynamic content-management-driven sites with interactive web functionality and social media elements.  Experience with adapting websites for mobile use and knowledge of web accessibility issues a plus. In order to be considered, responses must demonstrate experience in all related areas described above and project experience shall be provided to reflect the prime firm/individual’s record of performance and operation in this field for a three (3) year period of time immediately preceding this RFQ. Submission Requirements All submittals must include the following information for consideration: 1. Description and Qualifications: Provide contact information including applicable qualifications, indicating relevant background and work experience. Include information on your ability to comply with all items listed in Attachment A, and any other relevant documentation. 2. Work Samples: Include a minimum of three but not more than five work samples for consideration. Hard copy, electronic copy, or links to work posted online is acceptable. Samples will not be returned. 3. References: Provide at least three client relevant references. 4. Cost Information: Provide pricing information on Attachment C, Proposal Cost Form. 5. Duns #: The DUNS number identifies an agency as registered to do business with governments agencies using federal funds. (note: a DUNS numbers is not required) Submission Deadline SOQ’s must be received no later than February 28, 2014 by 4:00 p.m. SOQ’s may be mailed or delivered to SJCOG’s offices.

Please submit three (3) hard copies to: Rebecca Calija, NG – Graphic Design Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA 95202 SJCOG Reception hours are 8-5 M-F Selection Process Statement responses will be evaluated by a panel of SJCOG staff. The panel will rank the responses based upon the following: 1. Best understanding of services needed by SJCOG; 2. Experience providing similar graphic design services; 3. Quality of sample work; 4. Ability to provide the required scope of services; and 5. Positive references and background check The most qualified vendors will be notified that they have been selected for inclusion in the pool. Placement in the pool does not guarantee future work. When SJCOG has specific projects, the staff will provide a project description to the approved firm to bid upon or SJCOG may choose to select one firm off the list to perform the work. The requests will be sent via email. The actual contract award, if any, will be made by SJCOG. The contract will not be in force until it is awarded and executed by the Board of Directors identified designees. Assignments, if any, will be set forth in a contract for specific services. Questions Questions related to this RFQ should be directed to Nicole Gorham, Communications Specialist at 209-235-0582 or [email protected]. Solicitation Disclaimer This request is not a commitment or contract of any kind. SJCOG reserves the right to pursue any and/or all ideas generated by this request. Costs for developing the statements are entirely the responsibility of the applicants and shall not be reimbursed. SJCOG has the right to reject any or all of the Statement of Qualification received as a result of this request. Solicitation of statements in no way obligates SJCOG to contract with any company or individual. Disadvantaged Business Enterprise (DBE Policy) As SJCOG has established a Disadvantaged Business Enterprise (DBE) program in accordance with 49 CFR Part 26 and may utilize Federal Funds, this procurement may be subject to DBE regulations in accordance with Title 49, Code of Federal Regulations, part 26 (49CFR 26). The inclusion of a Disadvantaged Business Enterprise firm on the consultant team should be noted by name of firm and amount of budget expenditure for that firm.

Caltrans commits to an annual DBE percentage goal on its federally-funded projects based upon a race neutral and race-conscious methodology. Therefore, a separate contract goal may be assigned on future procurements. Please refer to the following website for guidance www.dot.ca.gov/hq/bep For FTA Race Neutral requirements, please refer to the following website for guidance http://www.fta.dot.gov/civilrights/12889.html Nondiscrimination SJCOG will never exclude any person from participation in, deny any person the benefit of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR, Part 26 on the basis of race, color, sex, or national origin. SJCOG will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing the accomplishment of the objectives of the Caltrans DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin. Title VI of the Civil Rights Act of 1964: The selected consultant agrees to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued there under 49 CFR Part 21. Contract Assurance DBE regulations require the following contract assurance statement in every DOT-assisted contract and subcontract: “The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of the contract. The contractor shall carry out applicable requirements of 49 CFR, Part 26 in the award and administration of DOT-assisted contracts. Failure by the contract to carry out these requirements in a material breach of this contract, which may result in the termination of this contract, or such other remedy as recipient deems appropriate.” Prompt Payment SJCOG requires contractors and subcontractors to be timely paid as set forth in Section 7108.5 of the California Business and Professions Code concerning prompt payment to subcontractors. The 10-days is applicable unless a longer period is agreed to in writing. Any delay or postponement of payment over 30 days may take place only for good cause and with the agency’s prior written approval. Any violation of Section 7108.5 shall subject the violating contractor or subcontractor to the penalties, sanctions, and other remedies of that Section. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance, and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

Prompt payment of Withheld Funds to Subcontractors SJCOG requires prompt and full payment of retainage from the prime contractor to the subcontractor within thirty (30) days after the subcontractor’s work is satisfactorily completed and accepted. This shall be accompanied with the following provisions: The agency shall hold retainage from the prime contractor and shall make prompt and regular incremental acceptances of portions, as determined by the agency of the contract work and pay retainage to the prime contractor based on these acceptances. The prime contractor o subcontractor shall return all monies withheld in retention from all subcontractors within 30 days after receiving payment for work satisfactorily completed and accepted including incremental acceptances of portions of the contract work by the agency. Any delay or postponement of payment may take place only for good cause and with the agency’s prior written approval. Any violation of these provisions shall subject the violating prime contractor to the penalties, sanctions, and other remedies specified in Section 7108.5 of the California Business and Professions Code. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the Consultant or Subcontractor in the event of a dispute involving late payment or nonpayment by the Consultant, deficient subcontractor performance, and/or noncompliance by a Subcontractor. This clause applies to both DBE and non-DBE Subcontractors. Insurance Requirements: Without limiting SJCOG's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and affect the following insurance policies throughout the term of this Agreement: A. Comprehensive professional liability insurance in the minimum amount of at least $1,000,000 coverage per occurrence. Comprehensive professional liability insurance policies shall name the SJCOG, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG, its officers, agents, and employees, shall be excess only and not contributing with insurance provided under the CONTRACTOR'S policies herein. B. Comprehensive automobile liability insurance with limits for bodily injury of not less than $25,000 per person, $250,000 per accident and for property damages of not less than $50,000, or such coverage with a combined single limit of $250,000. C. Workers compensation insurance as required by law. This insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. CONTRACTOR shall provide certification of said insurance to SJCOG within twentyone (21) days of the date of the execution of this Agreement. Such certification shall show, to SJCOG's sole satisfaction, that such insurance coverage’s have been obtained and are in full force; that SJCOG, its officers, agents, and employees will not be responsible for any premiums on the policies; that as and if required such insurance names SJCOG, its officers, agents, and employees, individually and collectively, as additional insured (comprehensive professional

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liability only but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG, its officers, agents, and employees, shall be excess only and not contributing with insurance provided under the CONTRACTOR's policies herein; and that this insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein provided, SJCOG may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event.

Attachment A Scope of Services 1. The scope of services anticipated by this RFQ will be determined on a case-by-case basis, throughout the 3-year period, depending on the assignment. The projects may be for SJCOG or programs managed by SJCOG, such as Commute Connection, Measure K, and SJCOG, Inc. and may include some or all of the following graphic design tasks:    

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Design consultation, illustration/photo direction, production, and press checking for SJCOG’s Measure K Annual Report, an annual publication produced as a “flip book” and also in print format. Design consultation, illustration/photo direction, production, and press checking for SJCOG’s Regional Transportation Plan (RTP), produced every three to four years. Design consultation for documents associated with the RTP, including the EIR and secondary reports. Design consultation and creation of products for annual event campaigns and employer outreach on behalf of the Commute Connection program, including but not limited to flyers, posters, postcards, media advertisements, promotional products, social media graphics, and web design elements. Design consultation and production of infographics for various projects and programs. Design consultation for print and online newsletters and production of newsletter issues along with art direction of any photos or illustrations. The agency’s Horizons newsletter will be re-launched in 2013-14. Design consultation and production of brochures, postcards, reports, books, posters and other material for SJCOG, Commute Connection, and/or SJCOG, Inc. In consultation and collaboration with Project Managers, redesign the Commute Connection website, located at commuteconnection.com. Tasks could include reorganizing the navigation, updating the look and feel, introducing interactive and dynamic features, incorporating social media, personalization, and the like. Design assistance with electronic newsletters, social media, and the like. Branding consultation for SJCOG, Commute Connection, and/or SJCOG Inc., including logo, stationery, business cards, and the like. Outreach materials for projects, programs and event campaigns overseen by SJCOG, Commute Connection, and/or SJCOG Inc. Signage, trade booths, art installations, packaging, ads, posters and the like. Media planning and buying Other tasks involving SJCOG, its subagencies and its partners may arise that are not specified here.

Upon a request from SJCOG for a graphic design project, the contractor should complete a written estimate including hourly rate, timeline, and not to exceed project cost amount. Hourly rates should be inclusive of all expenses with the exception of printing and production costs. Work should not commence until the estimate is approved by SJCOG.

Attachment B Statement of Interest Firm Name: Contact: Address: Web Site: Office Phone: Fax: Email: Check either yes or no for each statement

Yes

No

Does your firm have experience in providing design services in the following areas? Full-color newsletter, annual reports, brochures, and other print media Web design, programming & production Electronic newsletters Social media Signage design and fabrication Trade show displays Logo and identity systems Art installations Packaging Other (specify) The firm listed above can offer additional services: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Name & Title of Authorizing Official: By signing below you acknowledge and agree to provide the required services, and comply with all the terms and conditions listed in this RFQ Authorized Signature: Date:

Attachment C Proposal Cost Form Pricing is requested as an all-inclusive hourly rate for services provided as described in Attachment A, Scope of Services. Pricing shall be inclusive of all expenses with the exception of printing and production costs. Fill in for all types of services your firm provides. Proposer shall provide fully loaded hourly rates including all applicable surcharges such as taxes, insurance, and fringe benefits, as well as Type of Service

Cost

Cost for print design services

$ _______ per hour

Cost for print production services

$ _______ per hour

Cost for web design Cost for web production Price for one 11x 17 full color high resolution printout; also specify type of printer you would use or whether you would send out of this type of proof Other costs not covered above, per hour or otherwise

$ _______ per page

$_______

indirect costs, overhead and profit allowance. The rates provided will be assumed for the entire duration of the contract, including option years, unless otherwise indicated by Proposer.

Firm Name: Name & Title of Authorizing Official: Authorized Signature: Date: